File Management

Getting Started and Best Practices

1. You will need to have a specific role added to your account in order to manage files. If you can’t access the site assets solder, you may need to request this permission to be added.

2. Start by going to the site assets management page.

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3. The folders are listed on the left side; click to view files inside. Use the arrows to expand the folders and view the contents.

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Naming Files

Files should be names as all lowercase, and use dashes instead of spaces or underscores. Many files on the site do not follow these conventions; please do not change file names unless you know where the file is linked and can also fix the links on the original page or there may be broken links as a result.

Accessibility for Files

All files, regardless of file type, need to meet ADA requirements. Standard programs like MS Word, Adobe Acrobat, and InDesign all have tools for checking and addressing accessibility built in. For more information, view the Accessibility for the Web resource section.

Replacing Files

1. Before you upload a file, make sure it does not already exist. Having multiple copies of the same file can cause future issues.

2. To find out where a current file is saved, open the file in a new tab and look at the URL.

https://www.cda.org/Portals/0/pdfs/Membership Overview/2019 RET AFF.pdf

• The PDF above is saved in a file named “pdfs”

• The original document title follows the folder name. In this case it is:
  Membership Overview/2019 RET AFF.pdf

• When you replace a file, the name will need to be identical to the original file or it will not replace properly.

3. Navigate to the folder where the file was, in this case the folder called “pdfs”.

4. Click the button under “Actions” for “upload files”

5. Click to upload your file, or just drag into the upload box.

If you were replacing a file, you will be asked to confirm that you want to replace the file. Click “replace” and then click the close button.

6. Finally, go to the page where the file was linked to. Click the link to confirm that it ws correctly replaced.

Generating a link to a file

1. Locate the folder where your file is located (or use the search bar to find your file)

2. Right-click to display URL and copy from the box that displays.

Linking to a File from a Module/Page Section

1. Click on the link you want to replace. An option to “Insert/edit link” should appear.

2. This will bring up the link management window.

Paste the URL to your document in the “URL” box. You can also change the display text here. Make sure to also add a title for accessibility.

Deleting or Removing Files

It is fine to remove old files from folders you manage, but please be mindful that removing or deleting files could cause broken links on the site. You will want to remove links to files before removing the files themselves or check Monsido for broken links soon after removing. Delete files by right-clicking and selecting “delete.”